Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Student Band

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents, and identities are vital to accomplishing our mission and living our core values .

Who we are

The University Band & Orchestras with-in the Department of Music Activities at Texas A&M University is a nationally prominent program consisting of the Fightin’ Texas Aggie Band, four concert bands, two jazz bands, and two orchestras. Student enrollment in Music Activities represents over 1000 students offered opportunities for continued musical and personal growth through participation in our student music ensembles representing band, orchestra, and choral offerings.

What we want

The Administrative Coordinator II provides staff support and serves as the office manager for the Texas A&M Aggie Bands & Orchestras; serves as the administrative assistant to the Director of Music Activities; coordinates student and staff travel; and handles special projects. The successful candidate should possess exceptional organizational skills and be able to serve as a superior office manager while working with highly intelligent students and a professional staff of music educators. The candidate should possess competences that include high quality written and oral communication skills, a high comfort level with technology, ability to supervise a student staff, functioning as a problem-solver, and the enjoyment of working within a sophisticated team environment. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If the description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Work Schedule: Occasional work to include nights, weekends, or holidays.

Cover Letter & Resume: A cover letter and resume are strongly recommended.

COVID-19 information :  Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience

• Three years of experience in office administration

Required Knowledge, Skills, and Abilities:

• Working knowledge of spreadsheet, presentation, and word processing software programs

• Interpersonal and communication skills

• Ability to plan and organize effectively

• Ability to multi-task and work cooperatively with others

Preferred Experience:

• Experience in task management and supervisory experience

• Experience in managing business operations

Preferred Knowledge, Skills, and Abilities:

• Skills related to social meeting marketing (website maintenance) and concert (event) live streaming

Responsibilities:

• Administrative Assistant to the Director - Assist Director as needed. Monitor and report on department budget activity. Provide information for various program areas. Coordinate logistics for department, staff, and student music groups’ travel including the negotiation of contracts for director’s review and prepare yearly travel reports. Travel with ensembles as needed to support staff and students. Prepare necessary correspondence, to include to donors. Approve and back-up sign for SOFC accounts. Act as Secondary Advisor to band and orchestra student groups. Streamline processes using new technology to maximize adjunct faculty time with students. Serve as liaison to alumni group. Coordinate with visiting bands during football season. Serve on Division of Student Affairs Committees as assigned by Director.

• Communication and Special Events - Manage departmental website. Coordinate live stream production. Set up yearly ticket sales through the MSC Box Office. Coordinate yearly recruiting mail out. Coordinate the preparation of concert programs. Coordinate the distribution of performance publicity. Coordinate photography of ensembles. Schedule junior sweater fittings and delivery. Coordinate Freshmen Orientation Week, Family Weekend activities, Annual band dinner dance, and other projects as assigned.

• Office Manager - Create and maintain office files. Coordinate department records management. Maintain office supplies and equipment. Serve as liaison for departmental equipment and service contracts. Apply, interpret, and communicate university policies and procedures. Serve as a resource for training staff and students on new and existing business, personnel, and travel policies in collaboration with the Vice President of Student Affairs business office. Maintain keys and parking permit. Coordinate access to building lock and security system. Responsibility for department cash handling activities. Coordinate department purchasing activities. Coordinate fiscal activities of the department. Serve as liaison with Financial Management Services, Purchasing, Student Affairs, Athletics, and other necessary departments to achieve department business.

• Supervision - Directly supervise 10-12 student assistants who provide support to band classes including set up of band hall, copying music, taking attendance, checking out equipment and general instrument upkeep as well as answering phones and taking questions about the programs. Assess performance of student assistants and provide information to department assessment coordinator. Ensure student assistants are equipped with supplies and knowledge to represent the department at various recruitment opportunities. Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

In accordance with the federal contractor vaccination mandate , specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.